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Archive Document Scanning Services

Our archive document scanning services are dedicated to transforming your valuable historical records into easily accessible digital files. We understand the importance of preserving your organisation’s heritage, and our expert team utilises state-of-the-art archive document imaging technology to ensure high-quality digitisation of your archives.

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Archive Scanning Services

Digital conversion to safeguard and preserve important documents.

We provide archive document scanning services to help our customers to digitise their paper documents and convert them into electronic files for efficient storage, access and management.

We have been helping businesses for the last 20 years in converting their hardcopy archive documents into high-quality digital files, these usually include;

Step-by-step guide to our archive document scanning services

1. Assessment

We conduct a comprehensive assessment of various factors before starting any archive digitisation project. These factors include the types of documents that need to be scanned, the volume of archives, the time-scale, and your budgetary constraints. Additionally, you have the option to choose how you want your documents stored and categorised.

2. Plan

We prepare a detailed project plan after assessing and gaining approval for the project. The plan outlines all milestones from document collection to delivery of the scanned files, providing you with a clear understanding of the process. We handle your documents with care and attention to detail, ensuring timely delivery of high-quality digitised documents.

3. Collection

4. Preparation

We carefully prepare documents prior to the scanning process by removing any staples, paper clips, document binding, plastic sleeves, and other items that may interfere with scanning. This ensures a smooth and efficient scanning process while maintaining the integrity and quality of the documents.

5. Scanning

Our scanning process utilises professional high-volume document scanners and advanced image processing technologies to produce high-quality digital images. To ensure legal admissibility and evidential weight of electronically stored information, we follow the BS10008 British Standards for the Code of Practice.

6. Indexation

After scanning, the digital files are indexed and categorised according to their title or reference number, as well as specific filing and storage structure requirements. This ensures that the documents are easily searchable and organised for efficient management and retrieval.

7. OCR

OCR, which stands for Optical Character Recognition, is a process that recognises printed text on documents and stores this text alongside the image in a format such as PDF. This provides additional search capability for scanned documents, as users can retrieve them by searching for specific printed text within the document.

8. Quality

After the digitisation process is complete, we conduct a thorough quality check on all scanned images and metadata to ensure that high-quality standards are met in terms of quality, accuracy, and integrity. Our quality control process is accredited to the BS ISO 9001 quality management system, providing assurance that we maintain high standards of quality throughout the digitisation process.

9. Delivery

We offer various delivery options for the scanned data, such as a USB stick or a hard-drive, as well as the option to download the data from our secure data download portal. All supplied media and our portals are secure, and the data is always encrypted to ensure safety and confidentiality.

10. Shredding

After successful delivery of the scanned data, we securely store the original documents for the required period. Upon the client’s request, the documents can be shredded in accordance with BS 15713 standards. Our shredding service ensures that the documents are disposed of securely and in an environmentally friendly manner.

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Confidentiality

We are proud to be accredited to multiple industry standards, including ISO 9001, ISO 27001, ISO 14001, PSI, ICO, and Cyber Essentials. In addition, we fully adhere to GDPR regulations and require all staff members to undergo DBS vetting for added security and peace of mind.

Scalability

Our flexible infrastructure allows us to adapt to any unexpected changes in the project, ensuring that we can provide a seamless service throughout the project. You can start your archive scanning project with confidence, knowing that it’s in safe hands.

Experience

With over 20 years of experience, we have a proven track record of helping organisations achieve their goals through effective archive digitisation. We are committed to helping you get the most out of your project, regardless of its scope, urgency, or limitations.

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Why is archive scanning so crucial for businesses?

Archive scanning is crucial for businesses for several reasons:

Efficient storage and retrieval: Digital documents take up much less physical space than paper documents, making it easier to store and organise them. Additionally, digital documents can be easily retrieved and accessed from anywhere with an internet connection, eliminating the need for physical retrieval or transportation.

Improved document management: Archive document scanning makes it easier to manage and organise large volumes of documents. Documents can be easily sorted, indexed, and searched using keywords, making it simpler to find the information you need quickly.

Enhanced security: Digital documents can be encrypted and password-protected, providing an additional layer of security against theft or loss. Additionally, digital documents can be backed up regularly to prevent data loss in the event of a disaster.

Cost savings: Archive document scanning can help reduce costs associated with physical document storage and retrieval, including rent, utilities, labour, and transportation costs.

Improved collaboration: Digital documents can be easily shared and collaborated on, allowing for better communication and increased productivity among team members.

The Process for Digitising Archive Records

Scanning archive documents requires a careful and methodical approach to preserve the original material while creating high-quality digital copies. Our process begins with the preparation of your records, which involves examining them for dirt, dust, or physical damage and making any necessary repairs.
Documents are then gently cleaned for optimal scanning results. Next, documents are sorted and categorised based on their type, date, or other relevant criteria to create a logical structure for the digital archive.

Utilising high-resolution document scanners equipped with advanced imaging technology, each document is imaged at an appropriate scan resolution and in the most suitable format, such as PDF, TIFF, or JPEG. Our adjustable settings on scanners accommodate varying sizes, thicknesses, and fragility of archive documents. After scanning, images may be enhanced to improve legibility and overall quality. Optical Character Recognition (OCR) software is often employed to convert scanned images into searchable text.

Quality control is a vital step in our archive digitisation process, with each scanned image thoroughly reviewed to ensure it meets desired quality standards, and any necessary adjustments or rescanning performed. Metadata is added to each digital file to facilitate easy document retrieval and organisation, including information such as the document title, date, author, and keywords. The final digital files are saved in the desired format and transferred to a secure storage medium, like cloud storage, local servers, or external hard drives, with backup copies often created for added security.

Depending on our client’s preferences, original documents can be returned, securely stored, or confidentially shredded once the scanning process is complete. Throughout this process, it is crucial to handle archive documents with absolute care, considering their age and potential fragility, and adhering to any relevant legal, industry, or organisational guidelines concerning document digitisation and storage.

FAQ - Archive Document Scanning

What is archive document scanning?

Archive document scanning is the process of converting physical documents into digital format. This process typically involves specialist scanners that can accurately capture images, text, and other details from an archive document.

Why should we scan our archived documents?

Scanning your archived documents offers numerous benefits such as saving physical storage space, enhancing data security, enabling easy access to information, and improving workflow efficiency.

How do you ensure the quality of scanned old archive documents?

This process entails meticulously checking the scanned images for clarity, ensuring all text is legible, applying the correct image resolution, and verifying that every page of the document has been accurately captured.

Into which formats can the archive documents be scanned?

Documents can be scanned into various digital formats, including PDF, JPEG, uncompressed TIFF, and more. The format chosen often depends on specific needs, whether for legal requirements or long-term preservation.

How do you ensure the security of our archive records?

We adhere to strict security protocols to ensure the utmost safety of your archive records. This encompasses secure transportation, limited access to our scanning area, and the choice of secure disposal or return of your original documents post-scanning.

Can we search the text within the scanned PDFs?

Yes, through a process called Optical Character Recognition (OCR), scanned documents can be made searchable. This means you can search for specific words or phrases within the document, making it easier to find the information you need.

What happens to my original documents after scanning?

A large proportion of our clients opt for secure destruction of the original documents post-scanning, while some prefer the return or storag.

How much does archive document scanning cost?

The pricing for our archive document scanning services is influenced by a variety of factors. These include the quantity of documents, their condition, and any supplementary services you may need, such as Optical Character Recognition (OCR) or secure destruction.

How long does the archive scanning process take?

The volume of documents and project specifics influence the timeline. We aim for efficiency and promptness. For an accurate estimate, please share your project details, and we’ll provide a tailored timeline.

Unlock the potential of your archives!

Digital Accessibility: Instantly retrieve and share your documents anytime, anywhere, making your operations more agile and responsive.
Space Efficiency: Eliminate the need for physical storage, freeing up valuable office space and reducing overhead costs.
Enhanced Security: Protect sensitive documents from loss, theft, or damage, while ensuring compliance with data protection regulations.
Preservation: Safeguard your archives from natural degradation, ensuring the longevity and legibility of valuable records for years to come.
Cost Savings: Reduce manual document handling and retrieval time, allowing staff to focus on core business tasks, driving overall productivity and efficiency.

Ready to bring your archives into the digital age?

Case studies

Examples of our services in action / See All

Jodrell Bank Observatory Scanning and digital preservation of hand written diaries.